Privacy Policy

Privacy policy

The privacy policy is for this website www.emcy.org and governs the privacy of its users who choose to use it. The policy sets out the different areas where user privacy is concerned and outlines the obligations and requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be described within this policy.

Types of data collected

We collect information from you when you subscribe to a newsletter, respond to a survey, fill out a contact, membership form or enter information in any other way on our site.

The use of the collected data

General website users should be aware that EMCY may use certain information that we collect from you in the following ways:

To administer questionnaires of activities

To send emails regarding your registration or other services (news, activities and projects).

To follow up with you after correspondence (live chat, email or phone inquiries)

For EU initiative

Data security

Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems, and are required to keep the information confidential. We pseudonymize and encrypt sensitive data in our databases.

We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of your personal information.

If a data breach occur, we will take the following responsive action:

we will notify you via email within 72 hours

we will notify the users via in-site notification within 72 hours

Transparency

According to the General Data Protection Regulation, we agree to the following:

Users can visit our site anonymously via the incognito mode of a browser.

Once this privacy policy is created, we will add a link to it on our home page and on other relevant pages.

Our Privacy Policy link includes the word ‘Privacy’ and can easily be found on the page specified above.

You will be notified of any Privacy Policy changes on our Privacy Policy Page

If you want to change your personal information send us an e-mail at info@emcy.org

Google Analytics only does third-party behavioral tracking.

In addition, in our code of conduct we agree to the following:

Not to use false or misleading subjects or email addresses.

Identify the message as an advertisement in some reasonable way.

Include the physical address of our business or site headquarters.

Monitor third-party email marketing services for compliance, if one is used.

Honour opt-out/unsubscribe requests quickly.

Allow users to unsubscribe by using the link at the bottom of each email.

Privacy of children is important to us. Therefore, we do not specifically market to children under the age of 10 years old. We do not collect any personal identifiable data (PII) from them, or from our other visitors.

Rights of users

In accordance with the General Data Protection Regulation, EMCY provides the following rights for individuals:

The right to be informed

The right of access

The right to rectification

The right to erasure

The right to restrict processing

The right to data portability

The right to object

Rights in relation to automated decision making and profiling.

If you want us to change any of this, please contact us via the contact details mentioned below.

If at any time you would like to unsubscribe from receiving future emails, you can email us at info@emcy.org or follow the instructions at the bottom of each email. We will remove you from all correspondence accordingly.

If you would like to be removed from our database, you can again email us at info@emcy.org. We will then remove you without undue delay, unless legal obligations prevent us from doing so.

Finally, individuals have the right to lodge a complaint with the relevant Data Protection Authority, which is the Bayerisches Landesamt für Datenschutzaufsicht (BayLDA):

Promenade 27, 91522 Ansbach

Tel: +49 (0) 981 53 1300

Fax: +49 (0) 981 53 98 1300

E-Mail: poststelle@lda.bayern.de

Responsibilities of users

When using our services, you are requested to fill in information about yourself. This registration data is needed to make use of our services. For example, it is necessary to fill in an email address to receive a newsletter. In order to give you the best service possible, you are responsible to fill in information that is precise, complete and up-to-date information. You are also responsible to update the data if necessary to keep the information precise, complete and up-to-date in the future.

Cookies

What is a cookie?

A cookie is a mini-file placed on the site of the visitor of a site to facilitate the communication between the computer of the visitor (whatever the type used – computer, smartphone, console or video games connected to Internet, …) and the site’s server. In this limited sense the cookie fulfils the role of a simple witness to the transaction by storing certain information.

Additionally, technological developments allow the purposes of cookies to be extended to monitor, for example: performance of the site, audience of the site and statistics.

Why do we use cookies?

Cookies help us improve our site and provide a better service to you.

We use cookies to assess the performance of our website. We retrieve statistics from our website by letting Google Analytics track this information on our behalf. The cookies are anonymous and there is no-geo tracking.

With whom do we share data?

Information of general website-visitors will not be shared. We may pass your non-personally identifiable visitor information to a third party service provider, Google Analytics, which we use to keep track of our communication channels and to improve the EMCY online services, for example by measuring how many visitors to EMCYwebsite receives or how often a news item is clicked. However, when we use third party service providers, no personal information is disclosed as all the information is anonymized. Google Analytics may perform third party behavioral tracking.

On our website we collect more information that our members provide themselves, for example by filling the contact form. This data will only be used by the EMCY office in order to fulfil the purpose for which you filled it in. Data that you share on your institution or data that is personal within the member space or vacancy platform will be published on our website and will therefore be available to anyone that visits our website.

Depending on the nature of the information and the purpose for which this information is collected your data might be processed by a different party than the EMCY office. EMCY ensures that, where relevant contractual safeguards are implemented to ensure the protection of your personal data when disclosing your data to a third party. The third parties we deal with can be divided in non-EU processors and EU-processors. All of them are listed below.

In the chapter “Specification of the privacy policy for limited groups” you can find which data is collected and used for which purpose, as well as which processors are involved.

The following list of processors indicates the organizations that EMCY can possibly share your data with the links refer to the privacy policies on their websites. We made sure that the non-EU processors are in agreement with the GDPR due to the EU-US privacy shield.

These third-party processors are:

Google

Facebook

Coom100

Specification of the privacy policy for limited groups

Privacy policy for Member Competitions

This notice applies to all personal information submitted by email. New member competitions are required to fill in an application form. The requested information in this form are:

We use this information to confirm or reject the application and to communicate with the competitions about EMCY prize and projects.

In order to comply with the safety standards for pictures and videos, in the registration form every participant is asked to give its permission to make photos, videos and audio recording during the events. Pictures and recordings are for communication purposes only via social media. In case you do not wish to appear in the pictures or recordings, EMCY will make sure not to publish or to remove the pictures and/or recordings in which the competition appears.

Privacy policy for Prize winner´s profile

This notice applies to all personal information submitted by email. New EMCY prize winner are required to fill in a form. The requested information in this form is:

In order to comply with the safety standards for pictures and videos, in the registration form every participant is asked to give its permission to make photos, videos and audio recording during the events. Pictures and recordings are for communication purposes only via social media. In case you do not wish to appear in the pictures or recordings, EMCY will make sure not to publish or to remove the pictures and/or recordings in which the prize winner appears.

To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online. Access to the information which you have provided will be limited to authorized employees as required for the purposes identified above as well as IT security and maintenance.

Privacy policy for “Send us a message”

This notice applies to all personal information collected or submitted via our website. On some pages, you are able to send us a message:

To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online. Access to the information which you have provided will be limited to authorised employees as required for the purposes identified above as well as IT security and maintenance.

Privacy policy for News and Project

This notice applies to all personal information collected or submitted via email.

In order to comply with the safety standards for pictures and videos, in the registration form every participant is asked to give its permission to make photos, videos and audio recording during the events. Pictures and recordings are for communication purposes only via social media. In case you do not wish to appear in the pictures or recordings, EMCY will make sure not to publish or to remove the pictures and/or recordings in which the participant appears.

To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online. Access to the information which you have provided will be limited to authorized employees as required for the purposes identified above as well as IT security and maintenance.

Privacy policy for administrators on the EMCY website

Access to the information which you have provided will be limited to authorized employees as required for the purposes identified above as well as IT security and maintenance.

Contact information

If there are any questions regarding this privacy policy, you may contact us using the information below.